Privacy Policy

This privacy notice explains how Wainman Trust collects, stores and processes your personal information.

If you would like to discuss it further, please contact Olwen Davis at the charity’s registered office at 21 Pennyfields Boulevard, Long Eaton, Nottingham, NG10 3QJ or telephone 07957 316012.

Our Promise

Wainman Trust is committed to ensuring that the information you entrust us with is stored securely and treated with the utmost respect in compliance with all regulations.

How We Collect Personal Information

  • We collect personal information directly from you if you enquire about volunteering, fill out an application to volunteer, sign up for our Prayer Letter or donate regularly.
  • We are passed your data if you are referred to us by a local authority partner.  The person making the referral will obtain your consent for this.
  • If you are a professional partner and make a referral to us then we will collect data about you at the point of referral.
  • If you are a church or community group then we will collect the name and location of your organisation at the point of someone applying to volunteer.
  • We may collect data from 3rd parties, for instance if you sign up to donate to us via Facebook or BT MyDonate.

What Personal Information We Collect

If you enquire about volunteering or apply to volunteer with us we will collect and store personal identifying information including your title, name and date of birth. We will also collect and store your address and contact details including email and telephone.  We will also store non-identifying information such as gender and ethnicity.  As you move through the approval process we will keep a record of our contact with you, dates you complete key steps of the approval, DBS number, and references.

If you are a church, community group or Local Authority that partner with us through volunteers or referrals then we will collect the name and address of your organisation.

Why We Collect Your Personal Information

If you enquire about volunteering or apply to volunteer, we use your information to process your application, to contact you about our projects that we think would be a good match you and to keep you informed about our work.  We keep a record of your volunteering activity and our ongoing contact with you to ensure we can respond and support you as best as possible.

If you are referred to us then we use your information to process your referral, check that we can support you, tailor our support to your needs, and to monitor and safeguard ongoing support.

If you are a professional partner and make a referral to us then we store this information alongside the  older persons record to contact you with updates and questions.

We will also use the information we collect for internal reporting, for instance the number of volunteers and staff, hours of voluntary service worked, number of referrals and club members that fall into particular age ranges, gender or ethnic groups, etc.  This is all aggregated information and therefore not identifying.


You may receive email and postal communications from us to share with you the current situation with regard to the Care Community, the needs of the Together Clubs and any planned fundraising activity.  In April 2018 we contacted all our contacts to ask them to opt in to receive these communications.  If you are receiving these and no longer wish to do so then you can opt out by logging into our database or contacting us on 07957 316012.

Sharing Your Information

If you are volunteering with us then we will not routinely share your information with any other parties.  If we had a request, for instance to run a press release using information about what is happening at a particular Together Club or the progress of the Care Complex in which you were involved we would always contact you about this and give you the right to not be identified or photographed/filmed.  Any reporting we do on volunteer or club member demographics is all aggregated so as not to identify specific volunteers.  For example, we may make reference to the number of volunteers in a given region, age range, ethnic group.  None of these would identify you specifically.

All data is stored within the UK.

How Long We Keep Your Data

We keep data only as long as is necessary.  Once your involvement as a volunteer with the trust is completed your information will be deleted within one month. If you are a Together Club member your information will be deleted from our database after 6 weeks of non attendance unless we hear from you.

Your Information Rights and Choices

The law assures you of several rights:

  • You can request a copy of all the personal information we hold about you.  You can do this by contacting the data controller.  We will respond to all requests within 30 days of receiving the written request.
  • You can have erroneous information corrected by contacting the Data Controller or by speaking to you line manager or Coordinator.
  • You can request that we change your marketing preferences to ensure we don’t continue to send you unwanted email, post, or calls.

Changes to This Privacy Notice

We will regularly review this notice as any of our activities, processes or national regulations change.  If there is any significant change to the way we intend to handle your personal information then we will contact you to inform you of this.

Wainman Trust is a Registered Charity in England and Wales No. 1152488 and a Company Limited by Guarantee Registered in England and Wales No. 8488831.

Registered Office: 21 Pennyfields Boulevard, Long Eaton, Nottingham, NG10 3QJ.